From paper-based inspection systems to paperless inspection software
In 2022 the use of paper-based processes is perceived as something old-fashioned. However, paper-based processes are still a thing in conservative structures like government agencies. Countries with well-developed digital government strategies are good examples of leaving the paper behind. Their experience proves that digitalisation makes things work better than before – reduces the cost of processes, improves efficiency and shifts the focus towards transparency.
The regulatory sector is an excellent example of the transition from paper to digital-based processes because it involves different actors – behind the desk and on the field that work with enormous volumes of paper. A significant difference can be seen in the operational costs before and after the transitioning to inspection management software.
Reducing the operational costs of inspections is just a tiny part of the benefits of paperless inspection solutions. Here are more of them:
Cost of storage
Cloud-based inspection software is cheaper because storing and digitally accessing files is the opposite of the complex logistics behind paper-based inspection procedures. So going paperless is a key to new opportunities. Doing it with a reliable inspection management platform guarantees to achieve a new efficiency level.
2. Access inspection data & files anywhere, anytime
The cloud-based inspection software means that every bit of information about inspection procedures is at a click away. That’s something that can’t be said about the old-fashioned paper-based system. Digitalisation in the work of regulators is a big chance that, once being embraced, makes the use of paper an unimaginable reality.
3. Team leaders can be sure they are on track with inspection software.
One of the most incredible things about cloud-based inspection platforms is that they work as inspection tracking software. Team leaders can use real-time data, visible at one place, to ensure that the inspections are performed per the predefined goals (checks per day, hours of review conducting, etc.) Having visibility on the critical metrics is the most effective way for goal-oriented inspection planning.
Of course, this benefit is achievable with paper as well. But it takes much more time and effort. Doing it with a digital inspection solution happens fast and minimises errors.
4. Customisation of inspection checklists based on complexity or other risk factors
When sites with high-risk scores and specific requirements have to be inspected, it’s good to have an inspector with attention to detail. It requires effort and more time to check the small details surrounding complex inspections; therefore, it’s more likely to generate errors in this type of inspection. One way to solve these problems is by using paperless inspection software to check whether the inspection checklist is filled as per the standards required for the type of inspected entity. Try solving this with paper – it will be much more challenging.
5. Public transparency
Completing inspections in a digital environment allows inspectors to automatically generate reviews, publish them to the cloud, and deliver them to the inspected entity. The inspection software allows everyone to transparently access the inspection outcome and undertake the required action if needed. Transparency facilitates the inspection process for everyone involved and enables interested parties to take required steps as soon as possible and, therefore, improve their compliance for future checks.
CASE STUDY: OPTIMISING THE RESOURCE ALLOCATION IN REGULATORY AGENCY
- reducing the scheduling time with up to 75%
- increasing efficiency of operations with 40%
- fully eliminating errors in the resource allocation process.
Download the case study.
What kind of paperless inspection software can solve these problems?
Canalix transforms old-legacy paper-based inspection programs into paperless inspection solutions. It allows regulators to start only with a separate module – like our resource optimisation module and then transition to the complete inspection management solution if needed. With Canalix, inspectors can perform inspections via tablet, laptop, desktop devices, etc. Its user-oriented nature allows us to configure it according to the specific requirements of the regulators for the sake of maximum efficiency. Get in touch if you’d like us to tell you how we do it in a 15-min free product tour.
